Board Minutes February 2014

EBC Board Meeting Minutes for February 18, 2014

Board meetings are open to the EBC members and the public.

Location: room 262, Education South, University of Alberta main campus
Start Time: 6:30pm

Please RSVP to [board@edmontonbikes.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Attendance

Meeting Chair: Sarah
Minute-taker: Anna
Time keeper: Bernadette
Food by: Chris Corrigan
Board attendance: Sarah, Doug, Matt, Bernadette, Kristen, Caylie, Steve (6:40), Derek (6:40), Chris Corrigan (6:44-7:20), Anna (6:45)
Staff attendance: Coreen (6:40)
Regrets: Leila, Chris Chan
Absent: n/a
Guests: Carlos (board candidate for Treasurer), Phil (Spoke)(6:30-8)

Call to Order

Meeting called to order by Sarah at 6:37 pm.

Welcome to Guests

Intros
Location of food, water, washrooms, etc.

Approval of Agenda, Last Month's Minutes, and Reports

Treasurer's Report

January 2014 Financial report by Bookkeeper

Executive Director's Report

ED December 2013 Report covering Dec 18-31, submitted Jan 21, therefore be reviewed at Feb meeting.
ED January 2014 Report covering Jan 1-30, submitted Feb 10
only approving Dec report (Jan to be approved at March meeting)

Motion: Bernadette moves to adopt agenda, minutes, and 5 reports. Matt seconds. Carried.

New Business

Overview of the spoke program with Phil - 6:45pm (25 min)

EBC website info about the spoke: http://edmontonbikes.ca/services/youth-adapted-services/the-spoke/
The spoke facebook page: https://www.facebook.com/TheSpokeEBC
Internal folder for the spoke on google drive, notably the volunteer orientation presentation.
Phil present to discuss The Spoke:
- Creating more community amongst volunteers, creating more connections with agencies and groups (incl. school system), new logos (with head badge)
- Be Brave Ranch - relationships are getting deeper than just talk about mechanics
- Looking forward to assessing his own time at The Spoke (ending in April 2014) and what's next - it will organically shift as it needs to.
  - Ways to integrate more females? Not many come, even fewer make it all the way through the program - is there an alternative that will engage girls and change the dynamic of The Spoke?
  - Trying to work with more high schools (McNally, Eastglen)- the last few sessions have been mostly junior high
Coreen: how can the board support The Spoke?
- Phil:
  - We like to keep a 1:1 ratio of volunteers to students; if the board could keep an ear to the ground about e-mails when someone is needed to fill in for sick volunteers - keep be on the ball in this way to make sure those gaps are filled
  - Stay up to date with what's going on, and connect The Spoke with agencies that you know of if you think they could benefit each other.
Phil will send us the handout that he has been giving out to the public

Adaptive Bikes (10 min)

Request from Janine - see Financial Report analysis from Neil.
What total is the program requesting?
Do we need a formal decision around petty cash (total amount allowed)?
Would the corporate credit card solve this? Card would be in ED's name so might be helpful.
Electronic transfers? Have bank authorize transfers up to $100 or $200?

Motion: To create a petty cash of $200 to staff who will record to who, why, how much, and initial this. Motioned by Steve. Seconded by Bernadette. Motion Carried.
Action Items: Bernadette will ask Chris to determine how much the program uses in petty cash. Carlos and Caylie to investigate options and associated costs for Electronic Transfers with Servus. Kristen/Policy Committee will incorporate petty cash max in future Financial policy.

EBC name change (15 min)

The name "Edmonton Bicycle Commuters Society" (no apostrophe in our name, I just learned!) may not fully reflect what our organization does, or who it does it for. We have sent out a poll to our membership for suggestions for an updated name, and they include:
- Edmonton Bikes
- Bike Edmonton
- ?
If the board can decide on a preferred name, we will need a special resolution for members to vote on the name change. Perhaps this could be done at the opening of BWS?
Discussion notes:
- Leila emailed a motion: To table the issue until the Strategic Planning committee has gathered enough info to bring the proposal to the board.
- Caylie suggested that the committee could possibly bring something forward to the board in 6 months from now.
- Sarah notes we dont have membership input at this time.
- Doug noted that in Strategic Planning committee it was decided that a Special meeting would be possible to allow membership to vote on this issue.
- Coreen expressed great concern about tying a name change decision with the BWS re-opening. It is also way too rushed.
- Bernadette: we could make a proposal for the 2014 AGM. Could only make a small run of printed promo material now.
- Caylie suggests that board members go talk to members and volunteers (especially long time members and volunteers) to gather feedback on what they think of a the current name and possible future names.
- Bernadette: Could revisit the topic in July.

Motion: To table the issue until July 2014. Motioned by Kristen. Seconded by Doug. Motion Carried.
Action Items: Strategic Planning Committee will continue to gather info to bring a proposal to the board in July.

Ad-hoc volunteer appreciation committee

Anna: ad-hoc Volunteer Appreciation Party committee? Before or after BWS opening? Last event was closing of BWS shop in Oct.
Coreen: something separate for BWN volunteers would be really appreciated.
Steve: After the BWS opening would be less crazy. Coreen: BWS is soft opening late March, Grand Opening mid April.
Action Items: Sarah, Bernadette, Doug will be on ad-hoc committee. Matt is interested in knowing specific roles when they are determined.

Policy Development and Implementation policy

Kristen reviewed the proposed policy.
Matt: are all policies public? Kristen: Yes. Can't think of any type of policy that would not be shared publicly...
Motion: To approve the Policy Development and Implementation policy as presented (with alphebetical definitions updates). Motioned by Kristen. Seconded by Doug. Motion Carried.

Casino (2 min)

Reminder from Bernadette: If you are available, please let me know. I have a few shifts left to fill. Also, I could use last minute flex volunteers to fill emergency vacancies.

Vote on new director (10 min)

Two Treasurer applicants: Carlos, Jonathan
Discussion notes:
- Carlos introduced himself and why he is interested in the position. Caylie reviewed Jonathan's qualifications and shared the discussion she had with him over the phone.
- We are very grateful to both nominees for their interest and enthusiasm!
Motion: To appoint Carlos as an interim board member. Motioned by Bernadette. Seconded by Matt. Motion Carried.
Motion: To name Carlos Bautista signing authority and online account admin as EBC Treasurer for Servus General and Servus Casino accounts. Motioned by Caylie. Seconded by Doug. Motion Carried.
Action Items: Caylie, Carlos, Neil will meet to review treasurer role and get signing authority names updated.
Action Items: Anna will set up Carlos' EBC accounts.
Action Items: Carlos, Derek, Anna will meet to do a mini-orientation.

Current & Completed Business

Updates on Action Items From Previous Meeting (5 min)

Everyone log your 2014 board volunteer hours for the past month.
- Anna will add Carlos to the doc
Oct 2013: Anna to make record of what to do for next AGM.
Nov 2013: Executive Committee (Leila, Sarah, Anna, Meghan) will pursue a credit card for EBC by December 1st, in the name of the Executive Director, with Servus Credit Union. In Progress.
Nov 2013: Chris Corrigan to change email name back to "Chris Corrigan" (not "EBC Board Mail"). In Progress.
Dec 2013: Sarah will create a google doc for charitable status barriers & needs (strategic planning collaboration). In Progress.
Jan 2014: Board to take pics and write bios for website.
- Anna to complete this! Caylie to send form to Carlos
Jan 2014: Committee chairs to post all committee meetings to EBC calendar - public ones go on "EBC Events", other committee meetings go on "EBC Internal" calendar. Ongoing.
Jan 2014: Kristen present proposed bylaw change at AGM 2014.

COMPLETED:

Jan 2014: Caylie will take on paper work to apply and go forward with the CSL internship. Sarah is interested in leading with any mentorship that is involved. COMPLETED - application submitted Jan. 24, 2014 - matching process will occur June/July 2014, and projects will not begin until January 2015
Jan 2014: Board to review and comment on proposed draft Policy Development and Implementation by Wed Jan 29 so Policy Committee can move forward.
Jan 2014: Steve will offer board position to Derek via email this week and update board
Jan 2014: Meghan [Caylie as interim treasurer] will look at options for splitting the Winter Cycling Congress budget into various line items by Feb meeting. Our bookkeeper recommends keeping it in the Staff Developement line.
Jan 2014: Anna to buy lunch for 2 facilitators at board development workshop.
Jan 2014: Chris Chan will get quote for roll shutters. See Jan report.
Jan 2014: Chris Chan will submit an updated budget to CFEP.

Logistics for Next Meeting

Date: Wed March 19
Location: room 262, Ed South, U of A
Chair: Bernadette
Minute-taker: Doug
Food by: Leila
Regrets: Anna (that day), Kristen (all week), Caylie (all month), Chris Corr

In Camera Session (5 min)

Motion: To go in camera. Motioned by Sarah. Seconded by Doug. Motion Carried.

Adjournment

Motion: To adjourn the meeting. Motioned by Sarah. Seconded by Bernadette. Motion Carried.